Institutional Relations Coordinator

Job Title: Institutional Relations Coordinator Qatars Ministry

Host Entity: CRA
Reporting To: Institutional Relations (IR) Manager
Location: Qatar

Job Summary

The Institutional Relations Coordinator will support Qatars Ministry Institutional Relations function by coordinating stakeholder engagement and ensuring timely alignment approvals and support from national and international counterparts. The role involves managing stakeholder communication facilitating cross-government coordination and supporting engagements with international organizations under the direction of the IR Manager.

Key Responsibilities

Stakeholder Coordination

• Manage day-to-day engagement with assigned stakeholders including government entities ITU counterparts diplomatic missions and partners.
• Track actions follow up on commitments and ensure timely closure of IR-related tasks.

Cross-Government Alignment

• Coordinate inputs and approvals required for event delivery such as protocol security visas customs facilitation venues transportation health services and other enabling functions.
• Ensure dependencies responsibilities and timelines are clearly defined.

Issue Identification & Escalation

• Identify potential bottlenecks risks and delays in approvals or stakeholder actions.
• Consolidate information and propose solutions for escalation to the IR Manager.

ITU Engagement Support

• Support coordination with the ITU Secretariat regarding host-country requirements official visits and deliverables.
• Ensure responses and documentation are accurate timely and consistent.

Engagement Planning

• Maintain stakeholder mapping engagement calendars and relationship notes.
• Track stakeholder interactions to ensure continuity and consistent messaging.

Workstream Coordination

• Liaise with internal Qatars Ministry teams including protocol operations communications security legal and finance.
• Translate stakeholder commitments into actionable deliverables across workstreams.

MoU Coordination

• Coordinate preparation documentation and routing of MoUs and cooperation agreements.
• Ensure proper review version control and approvals in coordination with the Legal team.

Reporting

• Prepare weekly progress reports for the IR Manager and event leadership highlighting progress challenges and required decisions.

Communication & Writing Requirements

• Excellent verbal and written communication skills to interact with senior stakeholders.
• Strong formal writing skills in Arabic and English including preparation of:
• Official correspondence (letters and emails)
• Briefing notes and stakeholder updates
• Meeting summaries and decision memos
• Invitations and coordination notes
• Leadership summaries and reports
  
• Ability to convert complex information into clear concise and decision-ready documentation while maintaining protocol awareness and confidentiality.

Qualifications & Experience

• Bachelors degree in International Relations Public Policy Communications Business Administration or a related field.
• Masters degree is an advantage.
• 47 years of experience in institutional relations stakeholder engagement government liaison or international conference/event coordination.
• Experience working in multilateral or UN-style environments is an advantage.
• Experience working in multicultural teams and international events or conferences.

Core Competencies

• Strong stakeholder management and diplomatic communication skills.
• Excellent coordination planning and follow-up capability.
• High attention to detail professionalism and discretion.
• Ability to work under pressure and manage multiple priorities across workstreams and time zones.

Language & Technical Skills

• Fluent in Arabic and English (mandatory).
• French language proficiency is an advantage.
• Proficiency in MS Office Teams SharePoint and Excel tracking/reporting tools.

Work Conditions

• Flexibility to work extended hours during peak milestones and conference periods.
• Availability to respond to time-sensitive stakeholder requirements.